Scanning and Indexing

Description of Work:

The description of work requested is the scanning of paper documents and the assignment of meta-data to enhance search capability. The project consists of two stages.

Stage one is the complete scanning of approximately 2.5 million to 3 million pages of paper records found in approximately 7,000 to 8,000 manila folders. The folders each contain a various amount of Post-It notes that currently categorizes the records. These Post-It notes do not require scanning, but require removal for proper scanning.

An overwhelming majority of the 8½ x 11 records are single-sided. A minor, yet indeterminate amount of paper records contain double sides, legal 8½ x 14 inches, translucent onion skin, carbon paper or other irregular paper shapes (e.g. United States Postal Service, Certified-Return Receipt cards, company business cards, big and small envelopes, loose leafs, stapled-paper, notepad paper and square-shaped paper.)

Once scanned, stage two consists of indexing those paper records into PDF format. BCL projects that the indexing consists of approximately 10-15 different categories.

The FMC is capable of providing a scanner (Xerox WorkCentre 7665), software, support, and facilities required for scanning. Alternatively, the FMC is also open to having the Vendor provide its own equipment.